"Tri-County Hospitality" The Regular Meeting will be held electronically using Zoom. Directions for logging in are below. The public can participate in the meeting using one ofthe below methods: 1. Join the meeting through Zoom on your computer or cellphone. Simply click on the following link or type it into your internet browser: tps/usowebzoom.usAIBSIAENSWIRiaERDZNZMohwvyFaciNhd.02 You may also find the clickable link on the Town's website www.sharpburgnccom Meeting ID: 318 691 7148 Password: 2XUDdz Ifyou have not used Zoom before, you are encouraged to download the application from their website at. Zoom.us and try it out prior to the meeting. There is no cost associated with the software or attending the meeting. 2. Join the meeting through audio only via telephone. Simply call: +1 - 05 6099 US When prompted, enter meeting ID: 318 691 7148 followed by the Pound sign (#). When prompted, enter the password. Password: 2XUDdz Town of Sharpsburg, North Carolina Board of Commissioners MAYOR AND BOARD OF COMMISSIONERS MAYOR ROBERT WILLIAMS LINDA VIRGIL MICHAEL HUGHES DON PATEL DAVID PRIDE BEVERLY DAVIS ADMINISTRATION TRACY SULLIVAN, TOWN CLERK MARGE WIECEK, INANCE OFFICER BRIAN SULLIVAN, PUBLIC WORKS DIRECTOR BRIAN PRIDGEN, TOWN ATTORNEY January 11, 2022 6:00PM 2 Town of Sharpsburg, North Carolina 0 Board of Commissioners AGENDA I. CALL TO ORDER II. ROLL CALL III. INVOCATION IV. PLEDGE OF ALLEGIANCE Mayor Williams will lead the Commissioners and those in attendance in reciting the Pledge of Allegiance to the Flag. "I pledge allegiance to the Flag of the United States of America, and to the Republic for which it stands, one nation under God, indivisible, with liberty and justice for all." V. CONSENT AGENDA & REGULAR AGENDA (Make one motion to approve the consent and regular agenda, which will approve all items listed below) The Board may by majority vote add items to or subtract items from both the proposed consent and regular agenda. As of this writing, the Administrator understands that the presented consent agenda items are routine and therefore concurs with adopting the presented consent agenda. 1. Approval of: a. December 7, 2021 Regular Meeting Minutes b. December 16 and December 20, 2021 Special Called Meeting Minutes C. Budget Amendments 2021-2022-1 d. Resolution 2022-1 amendment to the Personnel Policy, Section 7. Vacation Leave: Maximum Accumulation. VI. PETITIONS AND COMMUNICATIONS If any citizen wishes to address the Town of Sharpsburg Board of Commissioners during the Petitions and Communications segment of the meeting, they may do SO by signing up prior to the beginning of the meeting. 3 Town of Sharpsburg, North Carolina Board of Commissioners The Town Clerk shall provide the sign-up sheet, which lists the name and address. It should be noted that comments shall be limited to three (3) minutes and Board reserves the right not to act on requests first presented this evening. VII. NEW BUSINESS a. Consideration by the Board to appoint the Mayor Pro-Tem. b. Mayor Williams to assign Commissioner Departments C. Consideration by the Board to increase electric rates by 15% per the recommendation of Kevin O'Donnell, NOVA Energy, the Town's electric consultant. d. Consideration by the Board to rename the Sharpsburg Community Park located on Jessica Way to Martin Luther King Community Park. VIII. CLOSED SESSION Motion to enter closed session pursuant to N.C.G.S 143-318.11 (a) (6) IX. ADIOURMMENT SPECIAL NOTICE: Anyone who needs an interpreter or special accommodations to participate in the meeting should notify the Town Clerk, Tracy Sullivan at 252-446-9441 ext. .221 at least forty-eight (48) hours prior to the meeting. (Americans with Disabilities Act (ADA): 1991.) "The Town of Sharpsburg is an equal opportunity provider and employer." Toi file a complaint of discrimination, write to: USDA, Assistant Secretary for Civil Rights, Office of the Assistant Secretary for Civil Rights 1400 Independence. Avenue, S.W. Stop 9410, Washington, DC: 20250-9410 or call (800)795-3272 (voice) or (202)720- 6382. 4 ACCAPORATIDN 3vP MINUTES OF THE REGULAR MEETING OF THE SHARPSBURG BOARD OF COMMISSIONERS December 7, 2021 6:00 PM Mayor Williams called the meeting to order at 6:07 p.m. Mayor Williams offered the invocation and led those present in the Pledge of Allegiance. Tracy Sullivan, Town Clerk called the roll. BOARD MEMBERS PRESENT Mayor Williams, Mayor Pro-Tem Pride, Commissioner Davis, Commissioner Virgil, Commissioner Hughes and Commissioner Patel. All members were present until the meeting concluded. BOARD MEMBERS ABSENT: None APPROVAL OF THE CONSENT & REGULAR AGENDA Commissioner Davis made a motion to approve the consent and regular agenda. Commissioner Pride seconded the motion. The motion carried by a roll call vote of5 yes - 0 no. The consent agenda items were: a. November 9, 2021 Regular Meeting Minutes b. November 15, 2021 Special Called Meeting Minutes C. 2022 Holiday Schedule d. 2022 Meeting Schedule PETITIONS AND COMMUNICATIONS Jacqueline Lauterbach - Mrs. Lauterbach congratulated the newly elected and re-elected Board members. She also asked if cards could be sent to the parade and festival participants. Mayor Williams stated that we would send Town cards at staff's earliest convenience. Mrs. Lauterbach asked if the Ordinance prohibiting public alcohol consumption could be changed to allow alcohol sales at Town festivals. Mayor Williams stated that he would work with the Town Attorney and Police Chief to review the Ordinance. NEW BUSINESS a. Appointment of UCPCOG representatives. Commissioner Patel made a motion to appoint Commissioner Beverly Davis as the primary representative and Commissioner Virgil the secondary representative. Commissioner Hughes seconded the motion. The motion carried by a vote of5 yes 0: no. b. Approval of Mayor Williams as an authorized person on Primary checking account for check signatory. Commissioner Davis made a motion to add Mayor Williams as an authorized person on the Town's primary checking account for the purpose of check signing. Commissioner Patel seconded the motion. The motion carried by a vote of 5 yes- Ono. C. Appointment of Mayor Williams as Interim Town Administrator. Commissioner Davis made a motion to appoint Mayor Williams as the Interim Town Administrator retroactively to November 18, 2021. Commissioner Virgil seconded the motion. The motion carried by a vote of 5 yes - 0 no. d. Approval to pay Mayor Williams for the Interim Administrator position. Commissioner Davis made a motion to pay Mayor Williams for the Interim Town Administrator position. Commissioner Virgil seconded the motion. The motion carried by a vote of 5 yes = 0 no. ADJOURNMENT Commissioner Davis made a motion to adjourn the meeting. Commissioner Virgil seconded the motion. The motion carried by a vote of5 yes - 0 no. Date Approved Mayor Town Clerk 2 PORA ATED MINUTES OF THE SPECIAL CALLED MEETING OF THE SHARPSBURG BOARD OF COMMISSIONERS December 16, 2021 9:00 AM Mayor Williams called the meeting to order at 9:08 a.m. Mayor Williams offered the invocation and led those present in the Pledge of Allegiance. Tracy Sullivan, Town Clerk called the roll. BOARD MEMBERS PRESENT Mayor Williams, Mayor Pro-Tem Pride, Commissioner Davis, Commissioner Patel and Commissioner Hughes. All members present joined the meeting by 9:08 a.m. All members were present until the meeting concluded. BOARD MEMBERS ABSENT: Commissioner Virgil PRESENTATION Kevin O'Donnell - NOVA Energy Consultants presented the Board with a recommendation to increase electric rates by 15% due to the rising natural gas prices which are driving the wholesale cost upwards for the purchase ofe electricity. The Board and staff discussed this recommendation with Mr. O'Donnell and concluded that a decision would be made at the January meeting. Tirence Horne - UCPCOG announced the award of the CDBG-NR to the Town in the amount of $750,000 for housing rehabilitation. He stated that 4 homes would possibly be replaced with the grant funds. The applicants have been chosen and will move forward with the process. ADJOURNMENT Commissioner Davis made a motion to adjourn the meeting. Commissioner Hughes seconded the motion. The motion carried by a vote of 4 yes - 0 no. Date Approved Mayor Town Clerk ACORPORATEDN MINUTES OF THE SPECIAL CALLED MEETING OF THE SHARPSBURG BOARD OF COMMISSIONERS December 20, 2021 10:00 AM Mayor Williams called the meeting to order at 10:15 a.m. Mayor Williams offered the invocation and led those present in the Pledge of Allegiance. Tracy Sullivan, Town Clerk called the roll. BOARD MEMBERS PRESENT Mayor Williams, Mayor Pro-Tem Pride, Commissioner Davis, Commissioner Patel and Commissioner Virgil. All members present joined the meeting by 10:15 a.m. All members were present until the meeting concluded. BOARD MEMBERS ABSENT: Commissioner Hughes CLOSED SESSION Commissioner Pride made a motion to go into closed session pursuant to N.C.G.S 143-318.11 (a) (6). Commissioner Patel seconded the motion. The motion carried by a vote of 4 - yes, 0 - no. ADJOURNMENT Commissioner Davis made a motion to adjourn the meeting. Commissioner Pride seconded the motion. The motion carried by a vote of4 yes 0 no. Date Approved Mayor Town Clerk TOWN OF SHARPSBURG 2021-2022 BUDGET AMENDMENT - 1 BE IT ORDAINED by the Board of Commissioners of the Town of Sharpsburg, North Carolina meeting in a Regular Meeting this 11H day of January 2022, that the following fund revenues and expenditures be amended as follows: Amount Budgeted Spent Amendment General Fund Governing Body: Expense: 10-410-0201 Interim Director 0 8,416.20 Increase to 18,750.00 from Senior Center Senior Center Operations 10-410-6210 -10,000.00), General Insurance 10-410-5400 (-2,000.00 Non Profit Funding 10-410-5900 (-750.00) Legal & Accounting 10-410-0400 (-6,000.00 10-410-6210 Senior Center Operations 37,800.00 20,840.12 Increase 38,300.00 to match donation 10-410-0500 FICA Tax 950.00 1,158.40 Increase 2,450.00 from General Insurance 10-410-5400 (-1,500.00) General Fund Revenue 10-365-0100 Covid-19 Relief Fund Increase to 13,452.65 carried forward (CRF) Grant From prior year, Fund Balance 10-284-000 10-360-0700 Senior Center Donations 0 Increase to 500.00 received Donations Expense 10-420-7700 Covid-19 Relief Fund 2,109.90 Increase to 13,452.65 to Match (CRF) Grant Revenue carried forward 10-420-7150 Manager Car Allowance 0 1,750.00 Increase to 4,200.00 from AR/AP Sales Tax 10-420-7001 (-4,200.00) TOWN OF SHARPSBURG 2021-2022 BUDGET AMENDMENT - 1 Police: Expense: 10-510-8002 Capital Outlay 2017 6,482.00 Increase to 6,500.00 from Part Time USDA Vehicles Police Wages (-6,500.00) 10-510-0208 Overtime 10,000.00 10,290.60 Increase to 25,000.00 from Secretary Wages 10-510-0204 (-15,000.00) Parks & Recreation Expense: 10-540-1400 Christmas Committee 10,000.00 10,949.17 Increase to 15,000.00 from General Fund Fund Balance 10-284-0000 (-5,000.00) 10-540-2200 Summer/Fall Activities 4,000.00 4,355.53 Increase to 5,000.00 from Materials & Repairs 10-540-1500 (-1,000.00) Public Works: Expense: 10-560-8200 Outside Contractors 1,500.00 6,800.00 Increase to 8,300.00 from General Fund Services Fund Balance 10-284-0000 (-6,800.00) 10-560-8500 Cap Outlay-Street 0 803.55 Increase to 805.00 from Supplies, Cloths Sweeper Mat 10-560-3300 (-805.00) 10-560-8900 Cap Outlay-Drainge 0 6,150.00 Increase to 6,100.00 from Supplies, Cloths Farmer/Pitman Mat 10-560-3300 (-2,100.00) from Mosquito Control 10-560-6800 (-4,000.00) ARPA Fund: Revenue: 31-343-0000 ARPA Allocation Increase to 320,769.98 First Payment 15t Payment Allocation TOWN OF SHARPSBURG 2021-2022 BUDGET AMENDMENT - 1 Expense: 21-900-0400 Public Health EC1 Increase to 320,768.98 to Match Revenues Received from ARPA SLFRF Electric Fund: Revenue: 30-340-0100 Duke Coal Ash Cost 17,929.08 Increase to 31,702.56 Received from Recovery Duke - Coal Ash Remediation Expense: 30-832-6700 Contingency 30,229.00 0 Increase to 61,931.56 to Match Revenues Received from Duke-Coal Ash Remediation 30-832-0209 Longevity 2,200.00 3,379.02 Increase to 3,400.00 from Contingency 30-832-6700 (-1,200.00) Water/Sewer Fund: Expense: 31-832-0208 Overtime 10,000.00 9,695.11 Increase to 13,000.00 from Legal & Accounting 31-832-0400 (-3,000.00) 31-832-0200 Administrator Wages 27,240.00 35,162.38 Increase to 37,240.00 from Fund Balance 31-284-0000 (-10,000.00) 31-832-0209 Longevity 1,300.00 2,275.86 Increase to 3,300.00 from Outside Admin Services 31-832-4500 (-1,000.00) TOWN OF SHARPSBURG 2021-2022 BUDGET AMENDMENT - 1 These Budget Amendments are hereby approved by the Town of Sharpsburg Board of Commissioners this 11th day of January 2022. Robert Williams Mayor ATTEST: Tracy H. Sullivan Town Clerk RESOLUTION 2022-1 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE TOWN OF SHARPSBURG AMENDING THE TOWN OF SHARPSBURG PERSONNEL POLICY WHEREAS, the Town of Sharpsburg Personnel Policy's pay plan is intended to provide equitable compensation and benefits for all positions, and WHEREAS, the Town Administrator shall be responsible for the administration and maintenance of the Personnel Policy, and WHEREAS, during the MAPS Group Personnel Policy review a recommendation was made to retain the trade in of 40 hours of vacation pay policy, WHEREAS, this provision of the prior Personnel Policy was inadvertently omitted for the 2021 adopted Personnel Policy and it is the desire of the Board of Commissioners to reinstate this clause as set forth herein. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE TOWN OF SHARPSBURG that the Town of Sharpsburg Personnel Policy is hereby amended as follows: Section 1: ARTICLE VII. HOLIDAYS AND LEAVES OF ABSENCE Section 7. Vacation Leave: Maximum Accumulation Vacation leave may be accumulated without any applicable maximum until the pay period containing December 31 of each fiscal year. During the pay period containing December 31, any employee with a balance exceeding 30 days shall have the excess accumulation transferred to sick leave sO that only a balance of 30 days is carried forward to January 1. Employees are cautioned not to retain excess accumulated vacation leave until late in the calendar year. Because of the necessity to keep all functions in operation, large numbers of employees cannot be granted vacation leave at any one time. If an employee has excess leave accumulation during the latter part of the year and is unable to take such leave because of staffing demands, the employee shall receive no special consideration either in having vacation leave scheduled or in receiving any exception to the maximum accumulation. Employees may choose to trade in up to a maximum of 40 hours of vacation for pay at their regular hourly rate one time per calendar year prior to any excess vacation being converted to sick leave. In order to do so, employees should make a written request which should be placed in their personnel file for documentation after processing. Employees may only exercise this provision if they will retain at least 40 hours of vacation for future use. Section 2: These amendments shall become effective upon passage. Section 3: Any provisions of the Personnel Policy inconsistent herewith are hereby repealed. DULY ADOPTED this the 11th day of January, 2022. TOWN OF SHARPSBURG Robert Williams, Mayor ATTEST: Tracy Sullivan, Town Clerk (SEAL) 2 3 - 1 mgwws 5 $ S Town of Sharpsburg 110 West Railroad Street Sharpsburg, North Carolina 27878 o Ph 252.446.9441 Fax 252.977.7488 CEOIISNS www.sharpburgnecom TO: The Honorable Mayor Robert Williams and the Town of Sharpsburg Board of Commissioners FROM: Marge Wiecek - Finance Officer DATE: January 11, 2021 SUBJECT: Financial Report We are pleased to provide the attached analysis and financial summary report for January 2022 for the following funds: 10 General Fund 20 Powell Bill 30 Electric Fund 31 Water and Sewer Fund The information provided is un-audited and therefore subject to change. The Utility and Liquor Sales and Use Tax was submitted and paid for period ending 11/30/2021 and the total due was $10,168.26. Gross Receipts or Sales was billed at $147,217.50 for the month of November. A copy oft the Statement of Revenues and Expenses are attached for your review, that goes along with the attached analysis. Included in the finance report are Budget Amendments that needs approval from the board. If you should have any questions regarding this report, please feel free to contact me. mwiss@lupbuganeson 1/11/2021 Town of Sharpsburg FINANCE December 2021 General Fund Revenue Budget $ 1,776,860 Year To Date $ 687,432 39% 2 Year To Date "Budget 1 $- $500,000 $1,000,000 $1,500,000 $2,000,000 Expenditures Budget YTD $ 172,755 Governing Body 93,362 54% 142,455 Administrative 68,262 48% 1,004,150 Police 344,257 34% Fire 0% 29,500 Parks and Recreation 16,803 57% 428,000 Streets/Sanitation 196,049 46% 1,776,860 718,732 40% 93,362 196,049 "Governing Body 68,262 A Administrative F Police Fire 16,803, "Parks andF Recreation "Street/Sanitation 344,257 YTD Revenues Over (Under) Expenditures (31,300.31) 1/11/2021 Town of Sharpsburg FINANCE December 2021 Powell Bill Revenue Budget $ 77,000 Year To Date $ 55,123 72% 2 Year Tol Date "Budget 1 $- $20,000 $40,000 $60,000 $80,000 $100,000 Expenditures Budget YTD $ 56,000 Resurfacing Program 0% 2,300 Moore St RR Crossing 2,298 100% 4,528 Other Street Repairs 0% Street Sweeping Contract #DIV/O! Capital Lease F150 0% 14,172 Capital Lease Dump Truck 0% Capital Lease 0% 77,000 2,298 3% mResurfacing Program a Moore St RRC Crossing "Other Street Repairs "Street Sweeping Contract "Capitall Lease F150 . Capitall Lease Dump Truck : Capitall Lease 2,298 YTD Revenues Over (Under) Expenditures 52,824.98 1/11/2021 Town of Sharpsburg FINANCE December 2021 Electric Fund Revenue Budget 2,665,312 Year To Date 1,347,164 51% 2 - Year To Date E Budget 1 500,000 1,00.004..002,.000.002.500006,0.00 Expenditures Budget YTD $ 476,700 Salaries & Employee Benefits 241,693 51% 65,000 Supplies 11,223 17% 1,186,000 Power. Purchases 598,368 50% 937,612 Other Operating Expenses 212,219 23% Debt Service 0% 2,665,312 1,063,502 40% 212,219 241,693 "Salaries & Employee Benefits .s Supplies 11,223 - Power Purchases "Other Operating Expenses 598,368 "D Debt Service YTD Revenues Over (Under) Expenditures 283,661.68 1/11/2021 Town of Sharpsburg FINANCE December 2021 Water & Sewer Fund Revenue Budget 2,017,910 Year To Date 928,131 46% 2 Year Tol Date "Budget 1 500,000 1,000,000 1,500,000 2,000,000 2,500,000 Expenditures Budget YTD $ 352,300 Salaries & Employee Benefits 218,993 62% 45,000 Supplies and Materials 13,273 29% 995,000 Purchased Water/Serviced Sewer 365,859 37% 444,600 Other Operating Expenses 142,477 32% 181,010 Debt Service 16,008 9% 2,017,910 756,609 37% 16,008 142,477 "Salaries & Employee Benefits 218,993 : Supplles and Materlals - Purchased Water/Serviced: Sewer "Other Operating Expenses 365,859 13,273 "Debt Service YTD Revenues Over (Under) Expenditures 171,522.12